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eVital Guide: Amendments to Change Dispositions from: Interim or City Burial to Private Burial Interim or City Burial to Cremation Interim to City Burial for Funeral Home Users New York City Department of Health and Mental Hygiene Division of Epidemiology, Bureau of Vital Statistics

Amendments to Change Dispositions from · eVital Guide: Amendments to Change Dispositions from: Interim or City Burial to Private Burial Interim or City Burial to Cremation Interim

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Page 1: Amendments to Change Dispositions from · eVital Guide: Amendments to Change Dispositions from: Interim or City Burial to Private Burial Interim or City Burial to Cremation Interim

eVital Guide:

Amendments to Change Dispositions from: Interim or City Burial to Private Burial Interim or City Burial to Cremation Interim to City Burial

for Funeral Home Users

New York City Department of Health and Mental Hygiene

Division of Epidemiology, Bureau of Vital Statistics

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Table of Contents

1. How Do I Submit Amendments to Take Ownership of City Burials or Interim Dispositions? 3

Purpose ......................................................................................................................... 3

Scope ............................................................................................................................ 3

Points to Remember: ..................................................................................................... 3

2. Steps for Changing a Disposition from an Interim or City Burial to a Non-Cremation Private Burial .................................................................................................................................... 4

3. Steps for Changing a Disposition from an Interim or City Burial to a Cremation .......... Error! Bookmark not defined.

4. Steps for Changing a Disposition from an Interim to a City Burial ..................................... 21

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1. How Do I Submit Amendments to Take Ownership of City Burials or Interim Dispositions?

1. Purpose

The eVital application allows funeral home users to electronically submit amendments to take ownership of city burials or interim dispositions with the New York City Health Department’s Bureau of Vital Statistics (BVS).

2. Scope

This guide provides step-by-step instructions for funeral homes to submit the following amendments:

Interim disposition to private burial

City burial to private burial

Interim disposition to cremation

City burial to cremation

Interim disposition to City burial

3. Points to Remember:

Funeral directors may submit amendments to take ownership of City burial cases or interim dispositions, and to amend dispositions for cases registered via EVERS and eVital only. Death cases registered manually must have their amendments submitted manually.

There are no correction fees for the following amendments:

Interim disposition to private burial

City burial to private burial

Interim disposition to cremation

City burial to cremation

Interim disposition to City burial The New York City Health Department approves submitted

amendments before processing any orders for certified copies of death certificates.

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2. Steps for Changing a Disposition from an Interim or City Burial to a Non-Cremation Private Burial

1. Find and open the City burial or interim case by using the menu icon on the home page. Follow the steps to search for a decedent as described in the guide titled “Electronic Death Registration Module for Funeral Home Users.”

2. From the Death Registration menu, click the Amendment History tab. 3. On the Amendment History page, click Create Amendment in the right-hand corner

of the screen.

4. Select Funeral Home Change from Interim Disposition from the Amendment Type drop-down list.

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5. The Amendment menu will appear. Click Disposition.

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6. In the Disposition form, select your updated disposition from the Method of Disposition drop-down list. By default, the current user’s attributes are populated into the Funeral Director and Funeral Home fields. In this example, click Place of Disposition Look Up and search for the burial location.

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7. Type the full name of the facility you are looking for and click Search. You can also type part of the facility name followed by the percent sign. The percent sign (%) is used as a wildcard, substituting for any character or characters at the beginning and end of names. Click Select for your desired entry and the facility data will populate the Place of Disposition fields

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8. Click Save and a green indicator will appear to the left of Disposition. Click Amendment Summary in the Amendment menu to view the changes made in this amendment.

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9. The Amendment Summary form lists the specific field changes in the Delta Report section. To confirm these changes, click Amendment Affirmation in the Amendment menu.

10. Select the Affirm check box and a Quick Response (QR) code will appear. Follow the facial affirmation steps as described in the Sign section of the guide titled “Electronic Death Registration Module for Funeral Home Users.”

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11. After the Corrections Unit approves your amendment, a message will appear in the Amendments System Messages tab on your dashboard. Click the Case ID link to view the approved death registration.

12. The Amendment History form lists any amendments for this decedent. Click the Amendment ID link to view the details of this amendment.

13. The Amendment Summary form shows the changes made to various fields in the disposition. Click Return to History.

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14. In the Death Registration menu, click Print Forms. Since Disposition Permit Ready to Print appears in the status area, you can click Print Disposition Permit to generate a hard copy of the permit.

15. The amended disposition permit is displayed in PDF format with a toolbar displaying download, printing and zooming controls. Click the printer icon to print.

16. You have successfully updated the disposition. You may now log out of eVital.

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3. Steps for Changing a Disposition from an Interim or City Burial to a Cremation

Important Note Concerning Cremation Clearance: With the rollout of eVital, cremation clearance will require the following:

The case must be certified. This means that a medical professional must complete and attest to the etiology in eVital’s Cause of Death form.

Informant and Individual Authorizing Disposition fields must both be complete and include a contact’s name and address. Those fields cannot be set to Unknown or Unavailable.

The Method of Disposition field on the funeral home Disposition screen must have Cremation or selected for the case.

1. From the eVital Dashboard click the menu icon located to the left of Preferred Queues.

2. In the All Categories menu, select Life Events.

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3. In the Life Events menu, select Death.

4. Select Locate Case. Enter search criteria into at least one field. Click Search.

5. A list of matching death cases will appear. Click the Case ID or Decedent’s Name link to open the registration.

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6. When the case registration opens, click the Amendment History tab located in the Other Links menu.

7. The Amendment History form will appear. Click Create Amendment.

8. Select Funeral Home Change from Interim from the Create Amendment drop-down list and click Save Amendment.

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9. Click Disposition in the Personal Information menu.

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10. Click the Method of Disposition drop-down list and select Cremation. Click the calendar icon in the Date of Disposition field and select the correct date, or type directly into the field.

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11. Click Place of Disposition to search for your desired crematorium. Type the full name of the crematory you are looking for and click Search. You can also type part of the facility name followed by the percent sign (%). The percent sign (%) is used as a wildcard, substituting for any characters at the beginning and end of names. Click Select on your desired entry, and the crematory name and location will populate the Place of Disposition fields.

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12. The yellow rectangle around the Method of Disposition field indicates a soft edit. Soft edits indicate that one or more fields require correction or an explicit override. The message area at the bottom of this screen elaborates on which fields require attention. Click Return to History to view the primary death registration screen.

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13. On the Amendment menu, click Cremation Clearance to view the Cremation Clearance form. Click Request Cremation Clearance to send the request to the Office of the Chief Medical Examiner (OCME).

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14. After the OCME grants cremation clearance, you can affirm the amendment. On the Amendment menu, click the Amendment Affirmation tab. Select the Affirm check box and a QR code will appear. Follow the facial affirmation steps as described in the Sign section of the guide titled “Electronic Death Registration Module for Funeral Home Users.”

15. After the OCME approves the cremation clearance request, you can print the disposition permit by clicking Print Forms in the Other Links menu.

16. You have updated the disposition of your current decedent and printed the permit. You may now log out of eVital.

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4. Steps for Changing a Disposition from an Interim to a City Burial

1. From the eVital Dashboard click the menu icon located to the left of Preferred

Queues.

2. In the All Categories menu, select Life Events.

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3. In the Life Events menu, select Death.

4. Select Locate Case. 5. Enter search criteria into at least one field. Click Search.

6. A list of matching death cases will appear. Click the Case ID or Decedent’s Name link to open the registration.

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7. When the case registration opens, click the Amendment History tab located in the

Other Links menu. 8. The Amendment History form will appear. Click Create Amendment.

9. Select Funeral Home Change from Interim Disposition from the Amendment Type drop-down list.

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10. Click Disposition in the Personal Information menu.

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11. In the Disposition form, select City Burial (Potter’s Field) from the Method of Disposition drop-down list. The City burial’s attributes are now populated into the Funeral Director and Funeral Home fields. Click the calendar icon in the Date of Disposition field and select the correct date, or type directly into the field. Click Save. To confirm these changes, click Amendment Affirmation in the Amendment menu.

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12. Select the Affirm check box and a QR code will appear. Follow the facial affirmation steps described in the Sign section of the guide titled “Electronic Death Registration Module for Funeral Home Users.”

13. Pending Amendment Approval appears in the Amendment Status Area at the top of your screen.

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14. When the Corrections Unit approves the amendment, Amendment Approved will appear in the Amendment Status column.

15. To print the updated documentation, click Print Forms in the Other Links menu.

16. You have updated the disposition of your current decedent and printed the permit. You may now log out of eVital.